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CITY OF SANTA ANA <br /> <br /> <br /> <br /> <br /> <br /> <br />Vendor shall ensure that no loose records are stored. If loose records are found, <br />communicate with SAHA/COSA on how to proceed. <br /> <br />h. Records Retrieval: The Vendor shall accept and respond to record retrieval, delivery, <br />pickup, and refiling requests from designated SAHA/COSA staff. The Vendor shall <br />deliver and pickup requested files or storage boxes from the requested SAHA/COSA <br />Facility during regular business hours of 7:30 am to 5:00 pm, Monday through Thursday <br />and 8:00 am to 5:00 pm on alternating Fridays. Vendor shall combine delivery and pick up <br />of records into one trip when appropriate. Vendor shall provide next day and same day <br />delivery service but delivery shall be no later than 48-hours from the time the record <br />request received. SAHA/COSA shall be able to add additional locations without penalty <br />or additional charges. <br /> <br />DOCUMENT IMAGING SERVICES AND STORAGE [OPTIONAL] <br />Digital Document Scanning/Imaging: Provide digital document scanning/imaging and indexing <br />of any records stored at vendor’s facility as requested by the SAHA/COSA for conversion of <br />each into a digital format within two business days (48-hour notice) from telephone or email <br />request. The vendor shall perform the following services: <br /> <br />a. Conversion of paper to a digital image; check the images for quality control to ensure that <br />the images are captured with the best possible image in a production environment. Vendor <br />will take all necessary precautions to ensure the integrity of the records during the imaging <br />process. Vendor will ensure that all information that can be interpreted on the original can <br />be interpreted on a full size printout of the imaged file. <br /> <br />b. Attribute identification for an image using double pass data entry. The double blind pass <br />shall ensure that every document’s indexing is captured correctly. <br /> <br />c. Merge and quality check the two databases (image and index) to ensure that there is no <br />missing data and that every document and every index match. <br /> <br />d. Ensure the quality checked “X&Y” data is not loaded to the hosted solution. Prior to <br />release, quality check all data to ensure that the load is complete. <br /> <br />e. Merge all newly processed data for the site to the “mirror” site to ensure redundancy. <br /> <br />f. Store the completed daily data in a disaster recovery site. <br /> <br />g. The storage space on the cloud shall be provided by the vendor and accessible by the <br />SAHA/COSA. <br /> <br />h. Paper sizes included are: 8 ½ x 11, 8 ½ x 14, 11 x 14, and 11 x 17. <br /> <br />i. Images shall be scanned at 200 DPI and stored as a multipage PDF. <br /> <br />j. Large Format Document Scanning – Provide scanning of large format documents. Large <br />format is any document that exceeds the standard 8 ½ x 11 or 8 ½ x 14 size. This type of <br />document is typically an engineering drawing or schematic. Resolution shall be sufficient <br />to ensure that all information is legible on the images. <br /> <br />k. All images shall be correctly oriented with the topside up and skew of less than three <br />EXHIBIT 1